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Users

The following sections answer your questions about Users and User Management

Note: You must be an administrator to perform this action.  If you're an administrator, you'll see "Go to admin mode" in the upper right hand corner of your header bar.  If you do not know who your administrator is, we'll be happy to assist you.

Importing a User

To import a user, complete the following steps.

  1. From the Manage options on the Users page click Import/Update Users. The Import or Update Users page displays.
  2. Click Employee Upload Template. Add one or more employees and their corresponding information to the attached template. Save the template with the employee(s) information.
  3. Click the Upload File button. A window displays which allows you to navigate to the employee template.
  4. Select the file and click the Choose button. The window closes and the new users and users information is imported.
    Note: If you encounter an error uploading your file, the error message will notify you of the employee data in which contains an issue. Review the file for issues and upload the file again. 

Creating a User

To create a new user, complete the following steps.

  1. Click Users in the top toolbar. The Users page displays.
  2. Click the Create New button. A blank user page displays.
  3. Enter the appropriate content into the corresponding field.
    Note: The First Name, Last Name, ID, and Email fields are required in order to create a new user.
    Note: The Biography, Skills. Current Projects, and Languages fields are used for advanced user searches.
  4. Click the Save button to save the new user information.
    Note: If you add users while a goal cycle or appraisal cycle is running, then you will need to manually add the user(s) into the process by way of the respective Out of process screens. 

Activating a New User

After a user has been created, they must be started to be incorporated into the company's processes.

To start a new user, complete the following steps.

  1. On the Users page click the Show only new users radio button.
  2. Click the Start All button to start all of the new users or click the Start user icon for a specific user. The user(s) have been started.

Resending a Welcome (Activation) Email

To resend a Welcome Email, completed the following steps.

  1. Log in as an administrative user and go to admin mode.
  2. Click Users from the top toolbar. The Users page displays.
  3. Locate the user that you would like to resend the message to and click the Edit icon. 
  4. Under the Admin Actions on the left side of the page click Resend Welcome EmailA confirmation window displays.
  5. Click YesThe confirmation window closes and a message appears at the top of the user page stating when the message was sent.

Updating Users

To update a user, complete the following steps.

  1. From the Manage options on the Users page, click Import/Update Users. The Import or Update Users page displays.
  2. Click Employee Data. The current user data file opens. 
  3. Update the employee data and save the .xls file.
  4. Click the Upload File button. A new window displays.
  5. Locate the updated .xls file that you would like to use and click Choose. The user has been updated and appears among the list of users.
    Note: If you encounter an error uploading the file, review it for issues and upload the file again. 

Editing Users

To edit a user, complete the following steps.

  1. On the Users page locate the user that you would like to edit.
  2. Click the Edit icon to modify the specified user. The user's info page displays.
  3. Make the necessary changes to the user's info.
  4. Click the Save button to save the user modifications. The Users page displays with the updated user profile among the list.

Changing a User's Manager

Organizational reporting changes happen frequently.  Updating Kapta to reflect these changes is quick and easy.

Login to Kapta and complete the following steps:

1. Click the 1_-_Go_to_Admin_mode.png button in the header.

2. You're now in the admin mode view.  Click the 2_-_Users.png button in the header

3. Select the user whose manager you wish to choose.  This will take you to her user profile.

3_-_User_Profile.png

4. In the upper right hand corner, choose Actions > Edit Profile

4 - Actions.png

5. Remove the current entry for the manager and select the new manager.

5_-_Manager.png

6. Click 6_-_Save.png

7. You're all set.  The new manager is displayed in the user's profile.  Similarly, the employee and her goals will show up in the manager's "My Team" views.

7_-_Done.png

Reassigning A User's Objectives

Sometimes, goal owners change and you need to reassign a goal to a different person.  Updating Kapta to reflect these changes is quick and easy.

Notes: Using our soft labels, you may have renamed several your objects inside of Kapta.  Please refer to the screenshots to identify the correct object names.

Login to Kapta and complete the following steps:

1. Click the 1_-_Go_to_Admin_mode.png button in the header.

2. You're now in the admin mode view.  Click the 2_-_Users.png button in the header

3. Select the user whose manager you wish to choose.  This will take you to her user profile.

3_-_User_Profile.png

4. Click the "Goals" tab on the user's profile

4_-_Goals.png

5. When you see the purple ribbon next to the objective, it means that objective is owned by this user.  To change it, we need to go to a different part of the product.  At the top of the page in the header menu, click the Goals button

5_-_Goals.png

6. This will present your Goals Dashboard.  On the right hand side of the page, under Manage, choose You'll now see details about this goal.  In the Detail tab on the right hand side of the page, click Objectives

6_-_Objectives.png

7. Locate the objective (or linked objective) owned by the user.  When you've found it, click the Edit button

7_-_Edit.png

8. This will open the Edit Objective window.  Select the Advanced tab

8_-_Advanced.png

9. This tab will allow you to change the owner of this objective.  Clear out the existing owner's name and choose a new owner

9_-_Change_Owner.png

10. Select the new owner of this objective

10_-_Assign.png

11. Click 8_-_Save.png

12. Done!

Reassigning A User's Goals

Sometimes, goal owners change and you need to reassign a goal to a different person.  Updating Kapta to reflect these changes is quick and easy.

Note: Using our soft labels, you may have renamed several your objects inside of Kapta.  Please refer to the screenshots to identify the correct object names.

Login to Kapta and complete the following steps:

1. Click the 1_-_Go_to_Admin_mode.png button in the header.

2. You're now in the admin mode view.  Click the 2_-_Users.png button in the header

3. Select the user whose manager you wish to choose.  This will take you to her user profile.

3_-_User_Profile.png

4. Click the "Goals" tab on the user's profile

4_-_Goals.png

5. Scroll down to the user's goal that needs to be reassigned.  On the right hand side, click Show More

5_-_Show_More.png

6. You'll now see details about this goal.  In the Detail tab on the right hand side of the page, click Edit_Goal.png

6_-_Edit_Goal.png

7. This will present the Edit Goal page.  In the Assign to field, clear out the current owner and select the new owner

7_-_Assign.png

8. Click 8_-_Save.png

9. Done!

Deleting a User's Goals

To delete a goal for a user, complete the following steps.

  1. Log into an administrative account.
  2. Click the Go to admin mode button. The administration mode is activated.
  3. Click Users from the top toolbar. The Users page displays.
  4. Click the name of the user that you would like to add a goal to. The user's info page displays.
  5. Click the Goals tab. The Goals tab displays.
  6. Locate the goal that you would like to delete and click View Detail.
  7. Click the Detail tab. The Detail tab displays.
  8. Click Delete Goal. The Delete Goal confirmation window displays.
  9. Click Yes and the goal is removed from the user's profile.

Deleting a User

If you delete a user from the system, you will lose all of the information affiliated with that user.

Before you delete a user, I recommend that you back up your data. Click "Go to Admin Mode" > Overview > Download Data, select the "Standard" option leaving all the other fields blank, then click Download Data.

To delete a user, complete the following steps.

  1. On the Users page locate the user that you would like to delete.
  2. Click the Delete icon to remove the user. The Delete User confirmation window displays.
  3. Click Yes to delete the user. The window closes and the user is removed from the Users page.
    Note: If you delete a manager, then all of the users they managed no longer have a manager and they will be orphaned in the company hierarchy.

Adding an Administrator

To add an administrator, complete the following steps.

  1. From the Manage options on the Users page click Administrators. The Administrators page displays.
  2. Click the Add Administrator button. The Add new Administrator window displays.
  3. Click the drop-down arrow in the Person Name field and select the appropriate user.
  4. Click the Save button. The window closes and the user appears among the list of administrators.

Adding an Executive

To add an administrator, complete the following steps.

  1. From the Manage options on the Users page click Executive Users. The Executive Summary User page displays.
  2. Click the Add Executive button. The Add new Administrator window displays.
  3. Click the drop-down arrow in the Person Name field and select the appropriate user.
  4. Click the Save button. The window closes and the user appears among the list of administrators.

 

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